This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.dxdmedia.co.uk, planner.dxdmedia.co.uk and audit.dxdmedia.co.uk including any information you may provide through our site when you purchase a product or service, sign up to our newsletter or take part in a prize draw or competition.

This privacy notice also applies to our planner website, planner.dxdmedia.co.uk, and to anything you give us when you buy or use the DXDMedia Marketing Growth Planner. The section headed 'The DXDMedia Marketing Growth Planner' below gives more detail.

By providing us with your data, you warrant to us that you are over 13 years of age.
DXDMedia is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

Contact Details

Our full details are:

Full name of legal entity: DXDMedia Ltd
Email address: info@dxdmedia.co.uk
Postal address: 6 – 7 Queens Terrace, Aberdeen, AB10 1XL
Telephone number: +44 7796 997447

DXDMedia Ltd is registered with the Information Commissioner's Office under registration number ZB336967.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at info@dxdmedia.co.uk.

What data do we collect about you, for what purpose and on what ground we process it
Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process the following categories of personal data about you:

Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address email address, phone number, contact details, and purchase details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract. We may also use Customer Data to send you recommendations via email or Facebook adverts or other display advertisements about our goods and services that maybe of interest to you. Our lawful ground for this processing is legitimate interests which is to grow our business.

User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.

Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.

Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is (where you have purchased goods or services from us or have been in negotiations for such goods or services) our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy or (where you have not so purchased or negotiated and in relation to sending you direct marketing) your consent.

Sensitive Data

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.

Automated decision making.

We do not make automated decisions that have a legal or similarly significant effect on you. The Marketing Reset uses AI to generate marketing suggestions for you to consider. These are suggestions only. They are not decisions about you and do not affect your rights or your access to our services.

Marketing Communications
You will receive marketing communications from us if you made a purchase or asked for information from us about our goods or services or if you are not a customer, you gave us your details and agreed to receive marketing communications by ticking a box and in each case you have not opted out of receiving such communications since.

Before we share your personal data with any third party for marketing purposes we will get your express consent.

You can ask us or third parties to stop sending you marketing messages at any time by emailing us at info@dxdmedia.co.uk at any time.

You can ask us to stop sending you marketing at any time by clicking the unsubscribe link in any marketing email, or by emailing us at info@dxdmedia.co.uk.

The DXDMedia Marketing Growth Planner

This section applies to people who buy or use the DXDMedia Marketing Growth Planner, and adds to the rest of this notice. DXDMedia Ltd is the controller.

Buying: we collect your name, email address, business name, VAT number and optional phone number to take payment, send your download link and issue your invoice. Payment is handled by Stripe and we do not see or store your card details. We keep order and invoice records for at least six years.
The workbook: it stays on your computer. DXDMedia does not automatically receive anything you type into it.
Online Marketing Health Check: your answers stay in your browser. They are not sent to us or to an AI service. This applies to the Health Check on both planner.dxdmedia.co.uk and audit.dxdmedia.co.uk.
The Marketing Reset is an AI tool hosted on our website. DXDMedia does not store your conversations and cannot see them. They are processed by Viktor. Please don’t enter confidential or personal information.
Future-self reminder: we collect your name, email address, the date you wrote your letter and the date you want the reminder. We use them only to send the reminder you asked for, and delete them 30 days after it is sent. We never receive your letter.
Share my progress: if you choose to send it, the email contains only your invoice number, completion percentages, the number of quarterly reviews completed and the date.
Plan Review and Review Call: we use the plan you send, and anything you tell us on the call, only to deliver that service, and we keep it confidential.
Feedback and testimonials. If you send us feedback, we may ask your permission to publish it as a testimonial. We only publish a testimonial, and any initials or description of your business alongside it, with your agreement. You can ask us to remove it at any time.
Planner emails: we send practical emails about the planner. Wider marketing emails only if you separately agree. You can unsubscribe at any time.

To use your rights or ask a question, email info+planner@dxdmedia.co.uk.

Disclosures of your personal data
We may have to share your personal data with the parties set out below:

Service providers who provide IT and system administration services.
Professional advisers including lawyers, bankers, auditors and insurers
Government bodies that require us to report processing activities.
Third parties to whom we sell, transfer, or merge parts of our business or our assets.
Payment processors, currently Stripe.
Providers of our website, checkout, email and booking platforms.
The provider of the AI tool used for the Marketing Reset, currently Viktor.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

International transfers
Some of our service providers are based outside the UK. Where we transfer personal data outside the UK, we make sure it is protected in line with UK data protection law. We do this by transferring it only to countries covered by UK adequacy regulations, or by using the UK’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or another safeguard that UK law allows. If we use US-based providers that are part of the UK-US Data Bridge (the UK Extension to the EU-US Data Privacy Framework), we may transfer data to them, as they have equivalent safeguards in place.

Data Security
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes, the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances, we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Plans sent for a Plan Review: kept only while we carry out the review and for 6 months afterwards, then deleted.

Your Legal Rights
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at:
https://ico.org.uk/for-organis...

If you wish to exercise any of the rights set out above, please email us at info@dxdmedia.co.uk.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

When responding to a request to access your personal data, we are only required to carry out searches that are reasonable and proportionate in the circumstances (as expressly recognised in the Data (Use and Access) Act 2025). This means we will consider factors such as the nature of the information sought, where it is held, any difficulty in locating it and the potential benefit to you of receiving it. We try to respond to all legitimate requests within one month of receiving them (or, where applicable, of receiving the identity information or clarification we asked for). The response period is paused, or "stopped", while we wait for that information, in line with the Data (Use and Access) Act 2025. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In that case we may extend the response period by up to a further two months. We will tell you within one month of receiving your request if an extension is needed, and why.

How to complain

If you have a complaint about how we handle your personal data, please contact us first so that we can try to resolve it for you.

You can submit a data protection complaint to us by:

completing our online complaint form at planner.dxdmedia.co.uk/data-complaint
emailing us at info+complaints@dxdmedia.co.uk with "Data Protection Complaint" in the subject line
writing to us at DXDMedia Ltd, FAO Data Protection, 6–7 Queens Terrace, Aberdeen, AB10 1XL

We will acknowledge your complaint within 30 days of receiving it. We will investigate your complaint without undue delay and keep you informed of our progress. We will tell you the outcome clearly, with enough detail for you to understand how we reached our conclusion.

We use the information in your complaint only to investigate and respond to it, and we keep complaint records for three years after the complaint is closed.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk, 0303 123 1113).

Link "planner.dxdmedia.co.uk/data-complaint" to the form page.

Third-Party Links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

The Tools we use

Business Engine: our website, sales and checkout pages, forms, customer records and automated emails
Brevo: email marketing
Cookiebot (Usercentrics): cookie consent on our websites
Viktor: AI Assistant
Stripe: Payment handler

Cookies
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